Trade Administrator in Wellington, Greater Wellington at Tapi

Tapi is a high-growth SaaS company revolutionising property maintenance with innovative software solutions. With a strong presence in New Zealand and Australia, we help property managers streamline their operations through seamless automation and smart integrations.

As a Trade Administrator, you’ll support the end-to-end administration of maintenance jobs, ensuring quotes are delivered quickly, trades are engaged, compliance requirements are met, jobs stay on track, and invoices are processed accurately.

This is a hands-on operational role that combines administration, coordination, customer service, and trade engagement. You’ll work closely with property managers, tenants, and trades every day to keep maintenance moving.

When quote requests come in, you’ll review job details, photos, and scope, use our AI-assisted quoting tools to generate pricing, and send quotes back to property managers within agreed service levels.

Once work is approved, you’ll coordinate the next steps. This includes contacting tenants to arrange access, liaising with property managers, creating and updating jobs in our systems, and allocating work to suitable trades.

You’ll manage trade engagement throughout the job lifecycle, including:

• Offering work to trades.
• Managing acceptances and declines.
• Following up on progress updates.
• Maintaining accurate job records.
• Supporting onboarding of new trades.

For new trades, you’ll issue subcontractor agreements, collect required documentation, and ensure all onboarding requirements are completed before work begins.

When additional work is identified, you’ll review supporting information from the trade, prepare variation requests, coordinate approvals with property managers and landlords, and ensure work only proceeds once authorised.

When jobs are complete, you’ll process trade payments, generate customer invoices, and ensure all required documentation is attached and accurate.

Each month, you’ll assist with invoice reconciliation, identify outstanding payments, follow up where required, and escalate unresolved issues.

You’ll help maintain a high-quality trade network by:

• Verifying licences, insurance, and health and safety documentation.
• Maintaining trade records.
• Supporting agency onboarding.
• Setting up and maintaining approved trade panels.

You’ll work across Tapi, Slack, Google Drive, Claude, PandaDoc, Airwallex, Intercom, and other operational systems.

You don’t need experience with every platform. What matters is your ability to learn quickly, follow processes, and become confident using multiple systems at once.

Highly Organised: You can manage multiple jobs and competing priorities without dropping the ball.

Detail Oriented: You take pride in accuracy and ensure documentation, invoices, and job records are completed correctly.

Strong Communicator: You’re comfortable speaking with tenants, property managers, and trades, and can communicate clearly and professionally.

Process Driven: You enjoy following established processes and can identify opportunities to improve them as the operation grows.

Tech-Savvy: You’re comfortable working across multiple systems and can quickly learn new tools and workflows.

Customer Focused: You genuinely enjoy helping people and understand that good communication is often the difference between a good experience and a great one.

Experience in administration, customer service, property management, maintenance coordination, trades, or operations would be beneficial but isn’t essential.

You’ll join a fast-growing technology company helping reshape how property maintenance is delivered. You’ll work with modern tools, clear processes, and a supportive team while developing valuable skills across operations, customer service, technology, and trade coordination.

If you’re organised, proactive, and enjoy keeping things moving, we’d love to hear from you.